presentation title | may 4, 2009 f&a advisory group suggestions responses & proposed changes...

Presentation Title | May 4, 2009

F&A Advisory Group SuggestionsResponses & Proposed Changes

CONTROLLER’S OFFICE, UNIVERSITY OF MASSACHUSETTS BOSTON

Presented By: Leanne Marden Director of Fiscal Operations & Controller

Presentation Title | May 4, 2009Controller’s Office

Process to Add/Update Vendors

ISSUES: Turn-around time to add vendor/notification of vendor addition

FY 2013 Changes

• Emergency vendor add requests are being forwarded directly to KrisAnn O’Herron

• Vendors that have not been migrated to BuyWays only require a completed CON-01 Vendor Add/Update Information form

• All Vendor Add/Update forms are logged and distributed daily to Accounts Payable staff

FY 2014 Initiatives

• Monthly training will be conducted in 2014 – comprehensive Vendor and Payment workshops are in development/revision


Process to Add/Update Vendors (cont’d …)

Controller’s Office

FY 2014 Initiatives (cont’d …)

• Pursue measures for reporting on vendor addition/update metrics to identify root causes and identify opportunities for process changes

• e.g. # of Days from receipt of CON-01 form to submission to Central Vendor Team

• e.g. # of Days from receipt of CON-01 form to system date of vendor addition/update

• Proposed Change:

• Vendor forms which are incomplete (illegible, missing signatures, etc.) will be returned to the department with follow-up instructions attached


Process to Add/Update Vendors (cont’d …)


Reminder:

• All Finance system users have ability to look-up Vendors in PeopleSoft Finance; available Job Aid on Controller’s website:How to Lookup a Vendor URL: http://www.umb.edu/administration_finance/controller/job_aids

• Contact Controller’s Office (7-5120) for status updates on Vendor additions/updates


Accounts Payable Statistics


Accounts Payable Statistics (cont’d …)


Accounts Payable Statistics (cont’d …)

We Need Your Help !!!

1.Review & Submit appropriate Vendor Forms well in advance2.Send all invoices to Accounts Payable immediately3.Further guidance on payment process will be provided in the Vendor/Payment Training ( in development )

July 2013 August 2013 September 2013Total Invoices 949 1447 2072

Rcv'd after Invoice Due Date 365 513 607Percentage of Late Invoices 38.46% 35.45% 29.30%


Travel Cash Advances

• Travel Cash Advance procedures have not changed (per Travel Policy FY09-CON-002-04 )

• Travel Cash Advances are currently allowedPlease Note: Future efforts will be made to minimize cash advances and provide alternative methods to alleviate out-of-pocket expenses for staff and faculty

• The Controller’s Office and Internal Audit are monitoring outstanding Travel Cash Advances

• Communication of all policy changes/updates are:• Reviewed by Grants & Finance Council; • Reviewed by F&A Advisory Members and;• Upon issuance, communicated to all Finance System users and

F&A Advisory Members


International Travel

Contracts & Compliance and the Office of International and Transnational Affairs (OITA) are collaborating on International Travel initiatives:

• Contracts & Compliance and OITA are piloting safety-related forms with several departments

• Training is available for faculty, staff and students who plan to travel abroad (contact OITA for more information on training)

• Terra Dotta RiskInfoSys (President’s Office initiative) establishes a registration database for faculty, staff and students traveling abroad from all 5 campuses (Amherst will pilot program)

• International Travel Committee will be formed to review and prepare comprehensive international travel documentation for all campus departments

• For more information please contact : Darryl Mayers (Assistant VC Contracts & Compliance)


Signature Authorization Process

The Controller’s Office frequently receives inquiries regarding the difference between the signature authorization process and access to the Finance / BuyWays system

Signature Authorization Process:

•A delegation of signature ( either electronic or wet signature)

•Based on a variety of transactions (e.g. Budget submissions, HR & Payroll documents, expenditure documents, etc.)

Finance / BuyWays Access

•CON-15 form (Request for Training & Access) is based on role(s) a staff member is responsible for in the Finance /BuyWays system (Financial Reporting, Procard Realloc., Requisition Entry/Approval, Expense Reimbursement Entry/Approval, etc.)

•If online approval access is required, the staff member must also be a department signatory, as they are obligating funds on behalf of the University


Questions / Comments ?

Thank you for your feedback!


presentation title | may 4, 2009 f&a advisory group suggestions responses & proposed changes...

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